Claiming and invoicing overview

How billing, claiming, and invoicing work in Visualcare across NDIS, CHSP, SAH, and HCP funding types

Visualcare connects your service delivery to your accounting and claiming systems. Once timesheets are confirmed, you export them as invoices (to bill clients or payers) or as payroll data (to pay workers). The export process varies depending on the funding type and your accounting software.

Setting up for invoicing

Before you can export invoices, client profiles and services need to be linked to their matching records in your accounting software. This mapping tells Visualcare where to send each invoice and which inventory item to bill against.

Client setup

Each client profile needs an Accounting Code that maps to a contact in your accounting software (for example, a Xero contact).

1. Open the client’s profile and go to the Finance tab.
2. Click the Accounting Code drop-down and select the matching contact.
3. If the client doesn’t appear in the list, click Send Contact to Xero to create the contact in Xero and link it automatically.

To set up a payer for a client:

1. Go to Maintenance → Payers and create the payer record.
2. Assign an Accounting Code to the payer so invoices route to the correct contact in your accounting software.
3. Open the client’s profile and assign the payer under their funding agreement or profile settings.

If a client has both plan-managed and agency-managed services, create separate agreements for each funding type. Set the payer on the agency-managed agreement only and leave the plan-managed agreement’s payer blank.

Service setup

Each service also needs an Accounting Code linking it to an inventory item in your accounting software.

1. Go to Maintenance → Services.
2. Select the service you want to configure.
3. Click the Accounting Code drop-down and select the matching inventory item from your accounting software.

Visualcare’s charge rate overrides the price listed on the inventory item in your accounting software. The price on the inventory item is not used for billing. Visualcare’s charge rate is what gets sent.

How data export works

All billing and payroll exports start from the Timesheets tab in VCore. The Data Export page is your central hub for sending confirmed timesheet data to your accounting software, the National Disability Insurance Scheme (NDIS) portal, or other claiming systems.

Payer lookup order

When you export invoices, Visualcare determines who to bill using this order:

1. Agreement payer - the payer listed on the client’s agreement
2. Client profile payer - the payer set in the client’s profile
3. Client accounting code - the accounting code on the client’s profile

If none of these are set, the export summary shows an error for that timesheet entry.

Set up payers at the agreement level for the most accurate billing. This gives you the flexibility to have different payers for different service agreements under the same client.

Getting to data export

Navigate to Timesheets → Data Export.

The dates default to the current payroll period. To export invoicing on a different cycle (for example, weekly invoicing with fortnightly payroll), set a specific date range at the top of the screen and click Reload. All confirmed shifts for that period display at the bottom.

Selecting and exporting timesheets

Select the items you want to export using the tick boxes on the left. Then click the relevant export button:

• Export Invoices - sends invoice data to your accounting software or downloads a CSV
• Export Timesheets - sends payroll data to your accounting software
• Export KMs - an option under the Export Timesheets and Export Invoices drop-downs that exports kilometre data (after timesheets have been approved)
• Export to NDIS - exports a CSV for NDIS claiming

Both the invoice and timesheet export buttons display an Export Summary that highlights any errors and explains why specific items won’t export. You can filter to show only failures or only successful items, and download the failures as a CSV to correct missing codes.

Resolve all errors before processing the export. Missing accounting codes, payer details, or service configurations are the most common causes of export failures.

After a successful invoice export, invoices appear as drafts in your accounting software’s draft section. Visualcare auto-populates the Description, Quantity (from hours worked), Price (from the charge rate), and Reference fields. Review the drafts before approving them in your accounting software.

How payroll export matching works

When you export timesheets for payroll, Visualcare matches the Accounting Code on the worker’s profile to the employee or supplier contact in your accounting software. The worker’s Pay Level (set in their Finance section) determines which pay item to export against based on the service’s pay level configuration.

Pay rates entered in Visualcare are not exported. The pay rate configured on the pay item or pay template in your accounting software is the rate that gets paid. Visualcare only sends the hours and the pay item code.

Export types at a glance

Export type	What it does	Where to find it
Invoice export	Bills clients or payers for services delivered	Timesheets → Data Export → Export Invoices
Payroll export	Sends pay data to your accounting or payroll software	Timesheets → Data Export → Export Timesheets
Expense invoicing	Bills clients for expenses marked as chargeable	Timesheets → Data Export → Expenses tab
Expense reimbursement	Reimburses workers for out-of-pocket expenses	Timesheets → Data Export → Expenses tab
KM export	Exports kilometre charges and reimbursements	Timesheets → Data Export → Export Timesheets or Export Invoices → Export KMs
NDIS claiming	Exports claim data for the NDIS portal	Timesheets → Data Export → Export to NDIS
CHSP/DEX claiming	Generates claim data for the Data Exchange (DEX) portal	Timesheets → Data Export
SAH claiming	Submits claims to Services Australia for Support at Home	Timesheets → SAH Claiming
HCP statements	Generates Home Care Package statements and claim files	Timesheets → Data Export - HCP

Client billing tab

You can view recent billing activity for individual clients from their profile. Navigate to Clients → Profile, open the client, and select the Billing tab to see shifts from the past 30 days.

Expenses

Expenses fall into two categories during export:

• Charge to client - expenses marked with Is Charge are exported as invoices to the client or payer
• Reimburse to worker - expenses marked with Is Reimbursement are exported through the payroll export process

Both types are accessed from the Expenses tab at the top of the Data Export page.

Running into issues?

See Finance troubleshooting for common errors and fixes.

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